HomeMy WebLinkAboutReso 2007-1064
RESOLUTION NO. 2007-J.6L.--~
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF SUNNY ISLES BEACH, FLORIDA, AUTHORIZING THE
CITY MANAGER TO ACCEPT THE PROPOSAL FOR
SERVICE FROM HOMEWORK, INC., IN AN AMOUNT NOT
TO EXCEED THIRTY-TWO THOUSAND DOLLARS
($32,000.00), PROVIDING FOR AN EXPANDED SCOPE OF
WORK WITH THE PTWin32V2 SOFTWARE TO IMPROVE
THE LEVEL OF SERVICE PROVIDED BY THE BUILDING
DEPARTMENT, CODE ENFORCEMENT AND LICENSING
DEPARTMENT, AND PLANNING AND ZONING
DEPARTMENT, ATTACHED HERETO AS EXHIBIT "A";
AUTHORIZING THE CITY MANAGER TO DO ALL THINGS
NECESSARY TO EFFECTUATE THE TERMS OF THIS
RESOLUTION; PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City is desirous of improving the level of service provided by the
Building Department, Code Enforcement and Licensing Department, and Planning and Zoning
Department by expanding the scope of work with the PTWin32v2 computer software program to
integrate, track and report on planning, building, zoning, licensing, and code enforcement records
("Services"); and
WHEREAS, Homework, Inc. has submitted a proposal to provide the Services in an
amount not to exceed Thirty-Two Thousand Dollars ($32,000.00), attached hereto as Exhibit
"A"; and
WHEREAS, the City Administration has reviewed the proposal from Homework, Inc.
and has determined that such proposal is fair, reasonable, and customary.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Acceptance of Proposal. The City Manager is hereby authorized to accept the
proposal for service from Homework, Inc., in an amount not to exceed Thirty-Two Thousand
Dollars ($32,000.00), to expand the scope of work of the PTWin32v2 software program, as
outlined in Exhibit "A", attached hereto.
Section 2. Authorization of Citv Manager. The City Manager is hereby authorized to do all
things necessary to effectuate the terms of the Amendment to Agreement.
Section 3.
Effective Date. This Resolution will become effective upon adoption.
R2007 - Homework, Inc.
Page I of2
PASSRD AND ADO]'"fRO t"h 15'" d,y ofM"," 2007. ~
ffi", ~fi &l'lc{ ;:YvIu;n----
ATTEST:
~A~ At- ~
Jane A. Hines, CMC, City Clerk
Vote: 5-0
Mayor Edclcup
Vice Mayor Thaler
Commissioner Brezin
Commissioner Goodman
Commissioner Iglesias
R2007 - I lomcwork, lnc.
Moved by: r-b~ c;.:,()1),lY\~
Seconded by: r'",,~ .:r:/;LS:_<:I'~
ld'Yes)
v{'v es)
l2(Yes)
~()'es)
--.0Yes)
Page 2of2
_(No)
_(No)
_(No)
_(No)
_(No)
TO:
VIA:
FROM:
DATE:
RE:
cc:
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
(J05) 947.0606 City Hall
(305) 949-3113 Fax
(305) 947-2150 Building Department
(305) 947-5107 Fax
City Commission.
Norman S. EdelcuPl Mayor
Lewis J. Thaler, Vice Mayor
Roslyn Brezin, Commissioner
I Gerry Goodman, Commissioner
I Danny Iglesias, Commissioner
RECEIVED
FEB 2 R 2007
A. John Szerlag, City Manager
Hans OUinot, City Attorney
Jane A. Hines, City Clerk
C"y 01 sunny IGI~" Beach
Office of the City Mana"er
MEMORANDUM
Doug Haag, Assistant City Manager/Finance /-
Jorge Vera, Assistant City Manager/Service ,I
1M \~ I .I i____
Robert C. Solera, Community Develo.pment Direc~__
February 26, 2007
Code Enforcement and Licensing (Black Bear Software Interface)
Helena Forbes, Acting Assistant Code Enforcement and Licensing Director
Clayton 1. Parker, Building Official/Administrator
REASONS:
1. Upgrade of three stand along databases, used on a daily basis;
2. Upgrade the customer service that is provided to the public ffi-gerreratmrd-residents7
BACKGROUND RE: ACCES Ij)ATABASES
When the City became independent from Miami Dade County in 1997, and after the Code
Enforcement Section was created under the Planning and Zoning Department, three access
databases were custom made to handle the daily operations of the Code Enforcement Section as
well as the Occupational License and Certificate of Use. The databases were created by
Emmanuel Ingco from Homework Inc. along with the Code Enforcement and Licensing Director
at the time.
The databases are (10) years old and have not been updated or refurbished in any shape or form.
Below are positives and negatives related to the two access databases.
OOCIJIPATIlONAL UCENSE ANJD CERTIFICATE OF USE 1j)A, '][' ABASES
The program provides the following:
. Yearly issuance of a Tax Bill and Business License Card at time of renewal;
2/27/2007
Page 2
. Yearly issuance of a Certificate of Use Bill and Certificate of Use Card at time of
renewal;
. History of the previous business for the location (history for each tax year is fOllnd in a
separatc databases for each year)
The update will provide the following:
. Faster issuance of licenses;
. One system to maintain not separate systems, this will allow for one database at time of
renewal and there will be no need to copy the old database every year to create a new
one, and maintain multiple databases;
. It will provide better control as to the old business and closed businesses;
. It will provide the capability of reporting, labeling and issuance of letters. This letters are
being created using Microsoft Word, and are time consuming;
. It will provide better tracking of the occupationallicenscs and certificate of use;
. Being one system will provide better customer service at time of questions and issues, it
will take the clerk less time to research;
. It will provide connectivity from the field by the Occupational License Inspector and the
office for new and old businesses;
. Money savings by cutting the time that the officers need to be in the office inputting the
information into the system, money saved by the clerk resolving simplc issues, less time
for the customers to wait for a response, better customer service overall, as all the
information would readily available to the public.
CODE ENFORCEMENT OAT ABASE
The progmm provides the following:
. A basic database to input information as complaints come in, and to keep a record of the
type of complaint and the action(s) / outcome(s) taken by the officcr.
The update will provide the following:
. Multiple reports capability (amount of open cases, closed cases, warning notices that
were issued, number of civil violations issued, IllImber of warning or civil violations
per code type);
. Use of the specific section of the code to fill in the blank (the system will provide a
dictionary of the various codes that the City enforces);
. Less mistakes by the officers when the code is citcd;
. Capability of generating mass letters, labels, warning notices and civil violations;
. Acccss to parcel ownership information in house as well as out in the field (this will be
accomplished by the parcel information available in the system; the parcel information
is updated in a monthly basis with information from Miami Dade COlmty). The officers
will not have to rely on the information online from the Miami Dade County Tax
Collector, information that is not always updated on their webpage;
. Building violations information available to officers in house as well as out on the field;
2/27/2007
Page 3
. Code Enforcement violation information to the Building Department for double feeing of
the violators (possibility of red flagging locations if a violation is present);
. Money savings from time spent by the officers in the office and better customer service
overall, as all the information would be readily available to the public (either online or ill
person at the front counter);
SOURCE OF FUNDS:
The Department has very limited resources, unlike the Building Department; we do not collect a
technology fee for any service that we offer. The money that we have at this time is allocated to
special materials in the budget. As proposed a line item in the upcoming budget 07-08 to account
for any upgrades to technology that would be needed in the future should be created.
The collection of fines and any funds that are collected lien negotiations of corrected violations
could also be allocated in a separate fund.
As I indicated before, we do not want to be perceived as a generator of funds thru the
enforcement of violations, but as a generator of funds from compliance that came about after the
fact. We recommend moving forward with the project as soon as possible, to create the scenario
to provide the best customer service possible and to alleviate all the teclUlological needs that the
Department has.
TO:
VIA:
FROM:
DATE;
RE:
City of Sunny Isles Beach
t 8070 Collins r\ venue
Sunny Isles Beach, Florida 33160
City Commission
Nomlan S. Edelcup, iVIayor
Lewis J. Thaler, Vi... Mayor
Rosl}'n Brezin, COll1milSiolltr
Gerry Goodman, C()lI1miJSiolltr
Danny Iglesias, COlllmissiomr
(305) 947-0606 City I-[,ll
(305) 949-3113 Fox
(305) 947-2150 Building Department
(305) 947-5107 Fox
A, John Szerlag, City Maflagtr
Hans Ollillot, G(), AllonJ~
Jane A.I-lines, City Clerk
MEMORANDUM
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Clty ot S\l~Yd:y ~nag~~~~:
Ot1\ceot\
Dough Haag, Assistant City Manager/Finance
Jorge Vera, Assistant City Manager/Services
c
Clayton L. Parker, Building Official/Administrator cL-1'
February 27, 2007
PT\'\IIN / Black Bear Software
As you are aware, for the past three years, our Department has been using "New World" as
permitting software, which has proven to lack essential features that are crucial to enhance
the managemcnt, efficiency, and effectiveness of our Department's operation. The software
is also very costly and requires high annual maintenance fees which are not cost effcctive
when comparing the product's characteristics with those of PIWIN.
Below, please find a list of program benefits and added features and services that will
enhance the Department's productivity.
. Program will improve the Department's efficiency and time management by:
1. Allowing staff to input permit application by importing existing name,
address, contractor's information, and permit type information with the click
of a button.
2. Plan reviewers will be able to utilize a standarclized review system with the
ability to import complete code scctions into their comments.
3. Will allow our plan reviewers to fce the permits automatically by using the
user designed fec capabilities.
4. Inspection requests can be input with the ease of utilizing separate lists of
inspection types with the click of a button
. New program capabilities will allow our Dcpartment to incrcase our level of customer
service effectivcness by:
1. Allowing our customers (contractors, developcrs and owners) to request and
confirm inspections online (with the implementation of permisconnect.com.)
This will, in turn, free up phone lines and increase staff timc for other tasks.
2. Enabling staff to obtain information clirectly from the computer system which
will help them answer questions accurately and in a timely manner.
. Implementation of the PT\VIN program will allow the Department to generate additional
revenue by:
1. Automatically generating reports that will allow staff to notify contractors of
expired permits and will make it possible to track all permit renewals
. System will allow the Department to provide the City Manager and Commission with accurate
statistics of the Department's productivity by:
1. Generating report of time tracking for the complete permitting process.
2. Generating charts and graphs integrated with Microsoft Word.
3. Generating user defined ad hock reports.
Please also find attached a list that compares three building permitting software packages
available on the market. This list contrasts featurcs available from HTE, New World, and
P1WIN. It also provides you with the estimated costs for licensure, installation and training,
along with the annual maintenance fee charged by each provider.
BUILDING DEPARTMENT
PUBLIC SECTOR
SOFTW ARE PACKAGE COMPARISONS
c -, ."
. .
" < . ~ ,'. 1 >. '
.~~ . \":>\o~ J,'" - <', '
. " ,
PERMIT APPLICATION X X X
PLAN REVIEW X X
USER DEFINED FEE CALCULATIONS X X
AUTO FEE CALCULATION X X
INSPECTIONS X X X
INSPECTION SCHEDULING X X X
FEE RECEIPT X X X
LANDIPARCEL MANAGEMENT X X X
PROPERTY OWNERS X X X
CONTRACTORS X X X
AUTOMATED CONTRACTOR VERIACA TION X X X
AUTOMATED PERMIT AND INSPECTION AGING LETTERS X X
BUSINESS LICENSES X X
CODE ENFORCEMENT X X
PLANNINGIREVIEW AND ZONING X X
LIST X X X
REPORT X X X
USER DEFINED AD HOC REPORTS X X
TIME TRACKING X
GRAPHICAL USER INTERFACE X X X
CHARTS AND GRAPHS X
USER DEFINED CODES X X X
USER DEFINED SELECTION VALUES X X X
INTERFACED WITH MICROS OFf WORD X X
SECURITY X X X
AUTO NUMBERING X X
FIND, SEARCH, BROWSE X X X
BOOKMARKS X
USER MESSAGING X X X
SELF DIAGNOSTIC X X X
ARCHIVING X X X
USER LOGS (TRANSACTION RECORDING) X X X
FIELD ENTRY ASSIST X X X
BACK UPIRESTORE X X X
SUPPORT SERVICES X X X
MAXIMUM NUMBER OF CONCURRENT USERS UNLIMITED UNLIMITED 15
7 ,-' --," - -~ - ''fT;':'Dn<;T\'''~~:;.-i~'.r~.f'Y~~t~. --','", ' ,'n r - .,,-, ,. T;~"'- f"d~-\!:';-ir'~!'lj'~'bif.-i:~'F...:~,\;r
.. . ~,-" ___.u _ ._~ _"'"' -_.....< ,- - ----~ ._ .'.___ . _ _....,.. "L!~~.J.~-'t.J__ l.....,.l.':'..._~ }" ~~-""" _ !..~.- .\:.-,
INTEGRATED GIS
INTEGRATED TELEPHONE VOICE RESPONSE.
INTENET ONLINE INTEGRATION
X
X
X
X
I ':'P".'~""';"-~"1W'.,--" '?::-";"'i't""i';,"('-O" '-"-~~,-~'" . "1' . [: "Yi;--r"r-~"r\1;V:.'i'1f~Jrr~Fir-J:7r\fti:'t"
t,._.__~ _'~ .,.>... . ..... _,,;. .<_UL. ~ _ _......~~\l. _ _.....J~_\i; __._ ,.,1\. .1~~ ;>~l.-,.-~~~ "_ _......:;.1 1_.., __t._~
LICENSE FEES
INT ALLA TION AND TRAINING
ANNUAL MAINTENANCE
$ 110,000.00 $
$ 40,000.00 $
$ 25.000.00 $
80,500.00 $ 4,595.00
83,800.00
28,420.00 $ 1,500.00
. ,
HOMEWORK, INC.
18081 SW 33rd Street Miramar, FL 33029
TellFax: 954-441-3161 Cell: 954-558-0046
E-mail: noelingco24@aoLcom
PROPOSAL OF SERVICE
1.0 PROPOSAL OF SERVICE
This Proposal of Service lays out the services to be provided by Homework, Inc.
2.0 CUSTOMER
This proposal is made to:
CITY OF SUNNY ISLES BEACH
18070 Collins Ave, Sunny Isles Beach, FL 33160
Attn: Mr. Derek Arias, IT Director, darias@sibfl.net
Mr. Clay Parker, Building Manager, cparker@sibfl.net
Mr. EdeI Fonseca, Asst IT Director, efonseca@sibfl.net
Tel: 305-792- I 709 Mobile: 786-202- I 127
3.0 SCOPE OF SERVICE AND CHARGEABLE FEES
The customer has requested that Homework, Inc. provide the following services subject to
discussion and final confirmation. The schedule offees quoted herewith is aligned with the
customer's requirements. See Attachment A: Scope of Service and Schedule of Fees
SERVICE RATE DELIVERY DATE
. Supply Consultant John Lark with the format of Four weeks from
PTWin tables (see list below) showing the receipt of data for all
different fields to be used as the basis of tables
importation from New World database to an MS
Access database.
. Remove all leading space in the "text" data of all
tables.
. Create Procedure per table (see table list below)
to import data from MS Access database
supplied by John Lark to PTWin database
The following tables are:
- Admin table $800.00
- Approval of Reviewers table 600.00
- Approval per Department table 600.00
Page] of2
. .
HOMEWORK, INC.
- Certificate of Occupancy table 400.00
- Fees table 600.00
- Key Reference table 800.00
- Permit Information table 800.00
- Receipt Account Codes table 400.00
- Receipt Fees table 600.00
- Receipts table 600.00
600.00
- Schedule 600.00
- Additional Information table 600.00
- Violation table 600.00
- Inspections table 400.00
- Link Permit Contractor table
TOTAL: $9,000.00
NOTE: Homework will only be responsible for
accuracy of importing of data from tables in MS
Access database supplied by City of Sunny Isles
Beach (through Consultant John Lark) to the PTWin
database tables. This proposal does not cover
accuracy of the data taken from New World and
relationships among tables. Homework expects that
the data that will be supplied by the consultant will
include the necessary keys (permit keys, Account
Code keys, Module keys, Contractor keys, Parcel
keys, Fees keys, Receipt keys, Violation numbers,
Inspection keys, Reference keys) that will be the
basis for multiple relationships among tables.
Homework will however, make recommendations on
how to properly format the tables or make changes
to the data to achieve the multiple relationships.
4.0 ADDITIONAL CHARGES
There will be a separate charge for additional tasks (such as importing additional data or making
changes to data received from the City of Sunny Isles Beach). This will require a new proposal
and subsequent approval.
5.0 PAYMENT
Invoices will be issued upon completion of each module. The invoice will be supported by a list
of accomplished tasks.
Terms of payment are 45 days from the date of invoice. Any disagreement on the charges must
be brought to HOMEWORK attention within 2 weeks from the date of invoice.
Page 2 of2
Updated 04/27/2006
HOMEWORK, INC.
Billings become delinquent if not paid within 75 days of the invoice date. After 75 days from
date of invoice accounts are subject to a service charge of 1 % per month. If payment is not
received within 90 days of date of invoice, work will be stopped until the account is brought
current.
6.0 ACTIVATING HOMEWORK, INC.
On conclusion of discussion of the Proposal, a Service Agreement will be sent. You may activate
Homework, Inc. by issuing e-mail/fax instructions to begin work. The instructions must include
the Purchase Order reference number. The purchase order can follow later by faxing to
(954) 441-3161 + *51 or by mail to the address stated on the letterhead.
7.0 LIABILITY AND INTEGRITY
Homework, Inc. maintains strict procedures to protect all parties with respect to liability and the
integrity of the service provided.
8.0 CONFIDENTIALITY
At all times Homework, Inc. and its staff will maintain strict confidence on all information of a
proprietary nature acquired during the performance of service to the customer.
9.0 TERMINATION OF SERVICE
Either party effects termination of service with 30 days notice in writing. The 30 days begin from
the receipt of customer approval. Homework, Inc. will bill the customer based on services
rendered.
10.0 VALIDITY
This proposal is valid for 30 days from the date of issue.
Proposed By:
Name:
Company:
Date:
Emmannel M. Ingco
Homework, Inc.
December 11, 2006
Page 3 of2
Updated 04127/2006
HOMEWORK. INC.
18081 SW 33rd Street Miramar, FL 33029
TellFax: 954.441.3161 Cell: 954.558.0046
E-mail: noelingco24@aol.com
PROPOSAL OF SERVICE
1.0 PROPOSAL OF SERVICE
This Proposal of Service lays out the services to be provided by Homework, Inc.
2.0 CUSTOMER
This proposal is made to:
CITY OF SUNNY ISLES BEACH
18070 Collins Ave, Sunny Isles Beach, FL 33160
Attn: Mr. Derek Arias, IT Director - darias@sibf1.nel
Tel: 305-792-1709 Mobile: 786-202-1127
Attn: Mr. Robert Solera, Code Enforcement Manager - rsolera@sibfl.net
3.0 SCOPE OF SERVICE AND CHARGEABLE FEES
The customer has requested that Homework, Inc. provide the following services subject to
discussion and final confirmation. The schedule of fees quoted herewith is aligned with the
customer's requirements. See Attachment A: Scope of Service and Schedule of Fees
SERVICE RATE DELIVERY DATE
. Create an Occupational License database for the 4 weeks from receipt
Code Enforcement Department with the $2,800.00 of approval and all
following features (see Exhibit 1 to 8): necessary information
- User Log-in form as security feature
- Main Menu form
- License InfOlmation form
- Search License form
- Reports form
- Letters and Labels form
- Archive form
- Table management form
. Create the necessary reports and letters (see 1,300.00
attached list)
. Import active Occupational License data and 500.00
Archive data from old database
TOTAL: $4,600.00
Page I of2
HOMEWORK, INC.
4.0 ADDITIONAL CHARGES
There will be a separate charge for additional tasks (such as generating new reports or changes in
reports and forms). This will require a new proposal and subsequent approval.
5.0 PAYMENT
Invoices will be issued upon completion of each module. The invoice will be supported by a list
of accomplished tasks.
Terms of payment are 45 days from the date of invoice. Any disagreement on the charges must
be brought to HOMEWORK attention within 2 weeks from the date of invoice.
Billings become delinquent if not paid within 75 days of the invoice date. After 75 days from
date of invoice accounts are subject to a service charge of 1 % per month. If payment is not
received within 90 days of date of invoice, work will be stopped until the account is brought
current.
6.0 ACTIVATING HOMEWORK, INC.
On conclusion of discussion of the Proposal, a Service Agreement will be sent. You may activate
Homework, Inc. by issuing e-mail/fax instructions to begin work. The instructions must include
the Purchase Order reference number. The purchase order can follow later by faxing to
(954) 441-3161 or by mail to the address stated on the letterhead.
7.0 LIABILITY AND INTEGRITY
Homework, Inc. maintains strict procedures to protect all parties with respect to liability and the
integrity of the service provided.
8.0 CONFIDENTIALITY
At all times Homework, Inc. and its staff will maintain strict confidence on all infonnation of a
proprietary nature acquired during the performance of service to the customer.
9.0 TERMINATION OF SERVICE
Either patty effects termination of service with 30 days notice in writing. The 30 days begin from
the receipt of customer approval. Homework, Inc. will bill the customer based on services
rendered.
10.0 VALIDITY )
This proposal is valid for 30 days from the date of issue.
Proposed By:
Name
Company
Date
Emmanuel M. Ingco
Homework, Inc.
January 3, 2007
Page 20f2
Updated 04/27/2006
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Exhibit 3 - Occupational License Info form
Exhibit 4 - Search License form
Exhibit 5 - Reports form
Exhibit 6 - Letters and Labels form
Exhibit 7 - Archive form
Exhibit 8 - Table Management form
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Exhibit 11 - Invoice letter
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Exhibit 12 - Occupational License
l.
. ,
HOMEWORK, INC.
18081 SW 33rd Street Mirarnar. FL 33029
TellFax: 954-441-3161 Cell: 954-558-0046
E-mail: noelingco24@aol.com
PROPOSAL OF SERVICE
1.0 PROPOSAL OF SERVICE
This Proposal of Service lays out the services to be provided by Homework, Inc,
2,0 CUSTOMER
This proposal is made to:
CITY OF SUNNY ISLES BEACH
18070 Collins Ave, SUlmy Isles Beach, FL 33160
Attn: Mr. Robert Solera, Community Development Director - rsolera@sibfl.net
Tel: 305-792-1789 Mobile: 786-202-1159
Attn: Mr. Derek Arias, IT Director - darias@sibfl.net
Tel: 305-792-1709 Mobile: 786-202-1127
3,0 SCOPE OF SERVICE AND CHARGEABLE FEES
The customer has requested that Homework, Inc, provide the following services subject to
discussion and final confirmation. The schedule of fees quoted herewith is aligned with the
customer's requirements.
SERVICE RATE DELIVERY DATE
Create the following sections in the Additional Info
form of Code Enforcement Module (See Attachment $2,000.00 60 days from
A: Captions): receipt of approval
- Compliance Information
- Type of Notice Infonnation
- NOV Mailing Information
- Hearing Information
- Lien Information
Add/Enter the Municipal Codes in Code Enforcement $ 300.00
Module
Create the following Code Enforcement reports: $2,625.00
- Notice to Appear - $200.00
- Code Enforcement Report - $175.00
- Courtesy Notice - $175,00
- Notice of Violation - Owner - $200.00
- Notice of Violation - Registered Agent - $200,00
- Affidavit - $175.00
- Active Liens - $175.00
Page 1 of2
)
HOMEWORK, INC.
- All Cases - Open and Closed - $175.00
- All Open Cases by Officer - $200.00
- All Closed Cases by Officer - $200,00
- Past Due Cases - $175.00
- First Letter - Notice of Intent to Lien - $200.00
- Final Letter - Notice of Intent to Lien - $200,00
- Past Due Compliance Date Report - $175.00
:
TOTAL: I $4,925,00
4,0 ADDITIONAL CHARGES
There will be a separate charge for additional tasks (such as generating new reports or changes in
reports and fonus), This will require a new proposal and subsequent approval. The customer may
also prefer payment based on hourly rate of $150.00 for the first hour and $50,00 for succeeding
hours (3 hours minimum per on-site visit).
5,0 PAYMENT
Invoices will be issued upon completion of the project. The invoice will be supported by a list of
accomplished tasks.
Terms of payment are 45 days from the date of invoice. Any disagreement on the charges must
be brought to HOMEWORK attention within 2 weeks from the date of invoice,
Billings become delinquent if not paid within 75 days of the invoice date. After 75 days from
date of invoice accounts are subject to a service charge of 1 % per month. If payment is not
received within 90 days of date of invoice, work will be stopped until the account is brought
current.
6,0 ACTIVATING HOMEWORK, INC.
On conclusion of discussion of the Proposal, a Service Agreement will be sent. You may activate
Homework, Inc, by issuing e-mail/fax instructions to begin work. The instructions must include
the Purchase Order reference number. The purchase order can follow later by faxing to
(954) 441-3161 or by mail to the address stated on the letterhead,
7,0 LIABILITY AND INTEGRITY
Homework, Inc. maintains strict procedures to protect all parties with respect to liability and the
integrity of the service provided.
8,0 CONFIDENTIALITY
At all times Homework, Inc, and its staff will maintain strict confidence on all information of a
proprietary nature acquired during the perfonuance of service to the customer.
Page 2 of2
HOMEWORK, INC.
9,0 TERMINATION OF SERVICE
Either party effects termination of service with 30 days notice in writing. The 30 days begin from
the receipt of customer notice. Homework, Inc, will bill the customer based on services
rendered.
10,0 V ALIDlTY
This proposal is valid for 30 days from the date of issue.
Proposed By:
Name
Company
Date
Emmanuel M, Ingco
Homework, Inc,
January 26, 2007
Page 3 of2
Attachment A: Captions
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Compliance Information
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11/26/20079:44 AM d
Hearing Information
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Lien Information
f>>roduct Migration Pricing
Black Bear Systems is scheduled to release our new Windows Vista compatible product line of
Local Government Software in October 2007. These new products will incorporate all the
functionality of PTWin32v2 and will be chocked full of new, powerful features. The new
products will include a Desktop version for 15 concurrent users and an MS SQL Server version
for 30+ users.
If you purchase a new product now you can migrate to it at a SUBSTANTIAL DISCOUNT.
All of your records contained in PTWin32v2 will be converted to the new product free of
charge.
You have nothing to loose and a whole lot to save by acting NOW! When the new
products are available, PTWin32v2 will no longer be sold, and standard pricing for the new
products will apply. The opportunities for savings now can't be beatl Please see the charts
below for pricing.
FOR EXISTING PTWIN32V2 USERS MIGRATING TO THE NEW
PRODUCTS, PRICES ARE...
If you buy the desktop LAN version:
$1,995.00
$2,395.00
15
FREE for 1Year, $1250 er ear thereafter should ou choose to renew our su ort contract
If you buy the SQL Server version *:
$3,995.00
$4,995.00
30"
With su ort costs of FREE for Wear, $2,500 er ear thereafter should ou choose to renew our su ort contract
* Price does not include cost of Microsoft SQL Server license(s)
... For more than 30 users call for pricing
Black Bear Systems, Inc.
Post Office Box 280
Chimacum, Washington 98325
(360) 379-9750 Fax (360) 379-9751
Email: info@blackbearsvstems.com
Web: www.blackbearsvstems.com
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Copyright @ 2007 by Black Bear Systems, Inc.
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February 21, 2007
5 Y 5 T ~ 1'1 5 I H C
Derrick Arias
IT Director
City of Sunny Isles Beach
IT Department
18070 Collins Avenue
Sunny Isles Beach, FL 33160
<Via Email tocparker@sibfl.netanddarias@sibfl.net>
Re: PTWin32v2 Customization Quote #E2006-031a
Quote Good Until July 21'" 2007
Dear Derrick:
Based on previous documents you have sent to us and our conference call of March 21't
2006, I have prepared this quotation for modifications to the PTWin32v2 system. Each
individual item is discussed below, and you will find a table towards the end of this
document that summarizes the cost involved item by item. The City is free to choose some
or all items as it sees fit. Please use the authorization section at the end of this document to
indicate which items you would like completed. Once we received your signed authorization
we will get back to you with a delivery date as soon as possible,
Item #1 in the table below covers the cost to enhance PTWin32v2 to enable permits to be
grouped together. In order to do this we will add a Master Permit Number field to the main
page of the Permit module. All permits in a group will be assigned the same Master Permit
Number. To manage the assignment of group numbers, 2 new buttons will be added next
to the new field, Assign# and New Permit. When creating the first permit for a new permit
group, you will click the New button as usual, and then the Assign # button; a new Master
Permit Number will be created for this new group and assigned to this first permit. When
you need to create a second permit for this same group, press the New Permit button
(while viewing a permit in the same group); a new permit will be created and the Master
Permit Number field will be filled in with the same permit group number. You may associate
permits of any type together, and there is no limit to the number of permits you can assign
to a group.
You will be able to control the auto-numbering of your permit groups in the Custom Auto-
Numbering section of PTWin32v2. This will enable you to set up your own numbering
scheme and change it in the future if need be.
As part of your modification we will also add a Search by Master Permit Number capability
to the Permit Search function, This will enable you to find all permits associated with a
particular group and browse to the particular one you wish to see.
Finally, we will add the Master Permit Number data information to the appropriate RbPro
data models so that you may include this information on any permit reports as you prefer
(no report editing, however, is included in this quote.)
Black Bear Systems, Inc,
Post Office Box 280
Chimacum, Washington 98325
(360) 379.9750 Fax (360) 379.9751
Email: info@blackbearsystems.com
VNIW,blackbearsystems.com
February 21, 2007
City of Sunny Isles Beach FL
Quote #E2006-031a
Page 2
Item #2 in the table below is the cost to enhance PTWin32v2 to automatically create specific
Department Approval and Checklist records based on the Permit Type assigned to a newly
created Permit. We will also include a set-up interface that enables a System Administrator to
identify the Department Approval and Checklist records to be created in the Options I
Modifications I Permits section of PTWin32v2.
Item #3 in the table below is the cost to enhance PTWin32v2 to add the ability to have a Pian
Review Checklist associated with an Individual Review record. Each Review record added to a
particular Department's plan reveiw would be able to add a checklist listing those items which
that reviewer must complete to finish the particular plan review. This capability will be
accessed via a button on the Plan Review tab of main Permit window, as well as on the Plan
Review view window.
Item #4 below is the cost to enhance the security on the Plan Review I Approvals tab of the
Permits window to enable edit ability on a departmental basis. PTWin32v2 wll check the value
in the "Department" field for the user on the Options I Security window. This Department
assignment must match the Approval record's department name, or it must be an override
department name (you can give me the name for this - "Management" perhaps?), in order for
the user to edit any aspect of the particular department's Approval records.
Item #5 below is the cost to enhance PTWin32v2 to automatically generate the queries
needed to handle Permit expiration letters based on no activity, My understanding is that the
City or its consulant will produce the letter reports themselves.
Item #6 below is the cost to enhance the data exchange between notebooks in the field and
your main data set in the office. We have an add.on product, the Automated Data Exchange
Unit (ADEU), that increases the types of data that can be uploaded to your server from a
notebook, as well as makes the process of data exchange more automated. The ADEU
includes:
1. The ability to import and export Inspection Scheduling records;
2. The ability to import and export new Code Enforcement records;
3, The ability to exchange data between a notebook and server with the push of one
button. This requires a set of 2 routines. After making sure that the notebook is
accessing the network (either through a wireless set-up, docking station or Ethernet
cable), each inspector will execute the first new program, the Upload routine. It will
identify the Code Enforcement, Inspection Scheduling and Inspection records to
transfer to the network, upload them, log the work completed and close all files. It will
then go into "sleep" mode.
The second routine will run a backup of PTWin32v2 files each night at a time you
specify. This Backup routine should be scheduled a) to run after all inspectors have
returned to the office and initiated the Upload routine, and b) to not interfere with your
network's nightly tape backup.
The Upload routine will be scheduled to come out of sleep mode after the Backup
routine has finished. It will move a copy of the complete PTWin32v2 files on to the
notebook computer and close down.
When the inspectors come in in the morning they can just pick up their notebooks and
leave. All data exchange between their machine and the network will be complete.
City Commission
Norman S. Edelcup
Moyor
Lewis J. Thaler
Vice Mayor
Roslyn Brezin
Commissioner
Gerry Goodman
Commissioner
Danny Iglesias
CommiSSioner
A. John Szerlag
City Manager
Hans Ottinot
City Attorney
Jane A. Hines
City Clerk
March 21, 2007
Mr. Noel Ingco
18081 S.W. 33 Street
Miramar, FL 33029
Re:
Approval of Proposal for Expanded Scope of Services
Dear Mr. Ingco:
At its regular meeting of March 15, 2007, the Sunny Isles Beach City
Commission adopted Resolution No. 2007-1064, which authorized the City
Manager to accept the proposal from Homework, Inc. for services for the
Building Department; Code Enforcement and Licensing; and Planning and
Zoning. Enclosed is a copy of the resolution and proposal for your files.
Thank you.
Very truly yours,
Priscilla Walker, CMC,
Deputy City Clerk
Enclosures
cc: Robert C. Solera, Community Development Director
Clay Parker, Building Offici aI/ Administrator
Anice Paul, Administrative Assistant to Finance Director
Shaun S. Gelvez, Contracts Coordinator
Homework Expanded Services Approval Ltr
City of Sunny Isles Beach
] 8070 Collins A venue
Sunny Isles Beach, Florida 33] 60
(305) 947-0606 City Hall
(305) 949-3 II 3 Fax
(305) 947-2150 Building Department
(305) 947-5107 Fax
City Commission
Norman S. Edelcup, Mayor
Roslyn Brezin, Vire Mayor
Lewis J. Thaler, Commissioner
Gerry Goodman, Commissioner
Danny Iglesias, Commissioner
A. John Szerlag, City Manager
Hans Ottinot, City Altorney
Jane A. Hines, City Clerk
MEMORANDUM
TO: Honorable Mayor and City Commission
VIA:
FROM:
A. John SzerIag, City Manager
OVV) \1'
Doug Haag, Assistant City Manager/Finance
DATE: March 15,2007
RE: BUILDING DEPARTMENT SOFTWARE - BLACKBEAR PTWIN
1. Approve the standard agreement from Black Bear for software modifications and training
for the not-to-exceed amount of $15,000.
2. Approve a contract amendment for an expanded scope of work for the not-to-exceed
amount of $32,000 for Homework (Please see following explanation for additional
details). This is part of an overall plan to improve the level of service provided by the
Building, Code Enforcement, Planning and Zoning Departments.
1. APPROVE STANDARD BLACK BEAR AGREEMENT
At the City Commission meeting on May 18, 2006, Resolution No. 2006-916 was passed. This
resolution authorized staff to purchase software modifications and training in the amount of
$12,000 from Black Bear Systems, Inc. and sign the appropriate agreement. We have been in
negotiations with Black Bear since last May but have not been able to come to terms. We have
met with the City Attorney and discussed our options and recommend approval of the attached
agreement from Black Bear.
2. REQUEST TO EXPAND SCOPE OF WORK FOR BLACK BEAR AND
HOMEWORK FOR AN AMOUNT NOT TO EXCEED $32,000
Based on the city's success with the Black Bear product to date, we would like to
expand the scope of the project to include the following:
. Replace existing Code Enforcement Access database with Black Bear functionality
· Replace existing Occupational Licensing Access database with Black Bear
functionality
Agenda Item ) 0 ~
Date ~-, 5-b1_
3/9/2007
Page 2
· Add the self-service web portal that allows contractors to schedule and check the
status of inspections on-line, 24 X 7.
· Add remote capability to allow use of laptops in the field
· Provide the necessary implementation services for the above, including software
fees, installation, training, reporting, modifications, data conversions and integration
to New World Systems financial software
SOURCE OF FUNDS:
The State of Florida requires that 5% of permit fees collected be set aside for technology
enhancements. Funds are available via revenues in 10-0-322-107 and will be expensed to 10-
515-5643.
In summary, the preferred solution would be for Black Bear to agree to the city's terms and
conditions. Since that has not happened, we have evaluated our options and recommend moving
forward as outlined above because the savings to the City of Sunny Isles Beach is $18,000 to
$193,000, when compared to the other two solutions.